Administrative Assistant Consultant



Advertised on behalf of :

Location : Full-time assignment with duty station in Bishkek, KYRGYZSTAN
Application Deadline :07-Aug-22 (Midnight New York, USA)
Additional Category :Gender Equality
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English   Russian  
Starting Date :
(date when the selected candidate is expected to start)
15-Aug-2022
Duration of Initial Contract :4.5 months
Expected Duration of Assignment :4.5 months

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


Background

UN Women was established by GA resolution 64/289 of 2 July 2010 on system-wide coherence, with a mandate to assist Member States and the UN system to progress more effectively and efficiently towards the goal of achieving gender equality and the empowerment of women. Since 2001 UN Women (previously as UNIFEM) in Kyrgyzstan has implemented catalytic initiatives on promoting women’s economic, political and social rights. In 2012 a full UN Women Country Office (CO) was established.

UN Women in Kyrgyzstan is a strong advocate for improving the lives of women and girls in the country. Building on the vision of equality enshrined in the UN Charter, we are working to enhance women's leadership; the elimination of violence against women; involving women in all aspects of decision making; economic empowerment of women.

In 2022 UN Women has signed the partnership agreement with WFP for joint implementation of  the project “Promotion of participatory gender- and nutrition sensitive climate change adaptation measures” aiming at implementation of a complex set of objectives: a) to reduce vulnerabilities to climate change, b) increase the adaptive capacity and resilience of rural communities, and c) strengthen and upscale Disaster Risk Management (DRM) activities of vulnerable communities by supporting informed, coherent, gender- and nutritious- sensitive local adaptation, enabling the environment for risk financing and build-back-better mechanisms to climate-proof the food systems and guarantee food security. These activities will be implemented in selected 11 aiyl okmotus (AO) in 8 districts of Batken, Osh and Naryn provinces.  

Objective

Under the direct supervision of the Community development specialist and overall supervision of National Program Officer the Administrative Assistant supports the Office by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant will be providing administrative and technical support to the project “Promotion of participatory gender- and nutrition sensitive climate change adaptation measures”. Administrative Assistant will report to the Community development specialist.  


Duties and Responsibilities

Summary of key functions for the Administrative Assistant include:

Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies:

  • Provide admin support on travel and hotel reservations, prepare travel authorizations;
  • Maintain filing system ensuring safekeeping of confidential materials, manages incoming and outgoing correspondence;
  • Preparation of routine correspondence, memoranda and reports in accordance with the established rules and procedures;
  • Assist in drafting general official letters, documents, and minutes of meetings when requested;
  • Maintain proper filing system, all documentation related to the project in hard and electronic formats, filing, scanning, copying, and other similar duties;

Provide administrative support to office and assets support:

  • Maintain files and records relevant to office premises and related maintenance;
  • Provide information for reports on financial/administrative status; prepare payment requests;
  • Prepare drafts of Request for Quotations, RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
  • Provide executive and administrative, procurement and logistical support to the UN Women Office team in implementation of the respective activities within assigned projects;

Provide administrative support to knowledge building and knowledge sharing:

  • Provide inputs for the trainings by extracting, copying and filing data from various sources;
  • Provide administrative support in the organization of learning events and where required provide translations in south regions;
  • Create, edit and present information in clear format (tables, forms, briefing notes/books and reports) using advanced word processing and presentation functions and basic database and spreadsheet software (MS Word, PowerPoint, Excel, Outlook, etc.);

Provide technical support to the implementation of Project activities:

  • Provide inputs in a database of beneficiaries of the project;
  • Provide inputs in documenting process of implementation of adaptive plan, define what works / lessons among targeted rural women groups;
  • Assist in developing informational and visual materials for the organization of the events;
  • Assist with preparation of procurement documents for production of promotional and visibility materials;
  • Taking photos during events and making a photo bank related to UN Women activities;
  • Provide respective inputs to the quarterly monitoring and annual reports;
  • Document and file all relevant administrative, communication and background information;
  • Assist to organization of procurement processes of projects’ supplies and visibility products;
  • Support in creation and updating calendar of events for the projects;
  • Perform other programme/finance/administrative duties as required.

Inputs/resources on behalf of UN Women

UN Women staff will provide the contractor with a computer, transportation in UN vehicles or hired vehicles during missions, and necessary information and materials for the fulfillment of tasks, and provide office space in UN Women’s office, as required.

Deliverables and payment schedule   

The duration of the consultancy will be from 15 August 2022 through December 30 2022, 4.5 months:

Payment will be made in KGS in monthly instalments after all the deliverables are submitted, accepted and approved on by-monthly basis as per guiding table below:

  Deliverables

   Target Date

     Period between  15-31 August 2022

  1. Timesheet indicating days worked in table form;
  2. Interim report with summary of performed activities, with reflection on tasks as per ToR and administrative support provided.

   By 31 August 2022

Period between 01-30 September 2022

  1. Timesheet indicating days worked in table form;
  2. Interim report with summary of performed activities, with reflection on tasks as per ToR and administrative support provided.

   By 30 September 2022

Period between 01-30 October 2022

  1. Timesheet indicating days worked in table form;
  2. Interim report with summary of performed activities, with reflection on tasks as per ToR  and administrative support provided.

   By 31 October 2022

   Period between 01-30 November 2022

  1. Timesheet indicating days worked in table form;
  2. Interim report with summary of performed activities, with reflection on tasks as per ToR and administrative support provided.

   By 30 November 2022

   Period between 01-31 December 2022

  1. Timesheet indicating days worked in table form;
  2. Interim report with summary of performed activities, with reflection on tasks as per ToR and administrative support provided.

   By 31 December 2022

Duration of Assignment:

The duration of the service agreement is expected to be 4.5 months starting from 15 August 2022 and continuing through 31 December 2022.


Competencies

Core Values:

Integrity:

  • Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:

  • Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Respect for Diversity:

  • Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff.
  • Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies:

Ethics and Values:

  • Demonstrate and safeguard ethics and integrity.

Organizational Awareness:

  • Demonstrate corporate knowledge and sound judgment.

Development and Innovation:

  • Take charge of self-development and take initiative.

Work in teams:

  • Demonstrate ability to work in a multicultural, multi -ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing:

  • Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence:

  • Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management:

  • Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

  • Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making:

  • Demonstrate informed and transparent decision making.

Please visit this link for more information on UN Women’s Core Values and Competencies:  https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

Functional competencies:

  • Ability to administer administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Good knowledge of administrative rules and regulations;
  • Good IT and web-based management skills;
  • Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow;
  • Good knowledge of administrative rules and regulations;
  • Ability to perform work of confidential nature;
  • Ability to create, edit and present information in clear format, using appropriate IT functionality;
  • Ability to administer administrative processes

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need. 

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application. 

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.) 


Required Skills and Experience

Education:

  • Bachelor’s degree in business administration or related area;

Experience:

  • A minimum three year work experience in a relevant institution in providing administrative, procurement, HR or logistic support service;
  • Competent in the usage of computers and office software packages (MS Word, Excel, etc.);
  • Previous work experience with UN Agencies, government agencies and/or international development partners highly desirable.

 

Language Requirements:

  • Fluency in English and Russian language;
  • Working knowledge of Kyrgyz

Application procedure

Applications should include:

  • Offeror's letter to UN Women confirming interest and availability for the assignment.
  • Financial proposal, indicating a total lump sum to include all costs relating to the delivery of activities as per above description.
  • P-11 form including experience in similar assignments. This form can be downloaded at

     http://www.unwomen.org/about-us/employment.

Financial proposal format:

#

Item

Unit cost in KGS

Number of units

Total cost in KGS

1

Monthly fee rate

 

      4.5

 

2

Other related costs (to be specified)

 

 

 

 

TOTAL

 

 

 

Please note that the financial proposal is all-inclusive and shall take into account various expenses incurred by the consultant during the contract period. The consultancy may require travel to the fields. In this case UN Women will cover travel costs. The financial proposal should be provided in KGS. If the proposal is provided in any other currency, it would be converted as per UN exchange rate on the date of post closure.

Evaluation of applicants

The evaluation starts with shortlisting of potential candidates and received applications against the mandatory requirements. Only full applications will be considered. Shortlisted candidates will be then evaluated using a cumulative analysis method taking into consideration the combination of the applicants' technical qualifications and experience, and financial proposal. The contract will be awarded to the individual consultant whose offer has been evaluated and determined as:

  • Technically responsive/compliant/acceptable to the requirements of the ToR; and
  • Having received the highest cumulative (technical & financial) score out of below defined technical and financial criteria.

Only candidates obtaining a minimum of 70% (49 points) in the technical evaluation would be considered for financial evaluation.

The selection of candidates will be done in 3 stages:

1st stage: Prior to detailed evaluation, all applications will be thoroughly screened against eligibility criteria (minimum qualification requirements) as set in the present ToR in order to determine whether they are compliant/ non-compliant.

Eligibility Criteria

1

Bachelor’s degree in business administration or related area

2

A minimum three year work experience in a relevant institution in providing administrative, procurement, HR or logistic support service;

2nd stage: Technical Evaluation/ Interview.

Short-listed candidates will be evaluated based on the following criteria:

Criteria

Weight

Max. Point

 

Technical

  70%

  70

 

Experience, including:

 50%

  Maximum 50 points, including:

 

A minimum three year work experience in a relevant institution in providing administrative and logistical support – max. relating to relevance/level

 

(2 points each additional year of experience but no more than 6 points)

 30%

      24

 

 

 

      6

 

Additional requirements:

 

Competent in the usage of computers and office software packages (MS Word, Excel, etc.);

 

Previous work experience with UN Agencies, government agencies and/or international development partners highly desirable.

 

  20%

 

 

   10

 

 

    10

 

Knowledge, skills and competencies, including:

  20%

Maximum 20 points, including:

 

Fluency in English, Russian

  20%

  20

 

Only candidates obtaining a minimum of 49 points out of 70 points at the Technical Evaluation/ Interview will be considered for the Financial Evaluation

 Financial

   30%

   30

 

3rd stage: Financial evaluation will be conducted according to the method described below:

Financial Criteria - 30% of total evaluation - max. 30 points

The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal. All other price proposals receive points in inverse proportion.

A suggested formula is as follows: p=30 (µ/z)

Where:

p - points for the financial proposal being evaluated;

µ - price of the lowest priced proposal;

z - price of the proposal being evaluated

The candidate achieving the highest cumulative score for both Technical and Financial evaluations will be recommended by the Evaluation Committee for contracting.

        The Consultant shall promote a client-oriented approach consistent with UN Women rules and regulations     

        and commits to high standards of quality, productivity and timeliness in the delivery of tasks. The Consultant  

        will meet and apply the highest standards of integrity and impartiality.

The Consultant must be fully dedicated to the mandate and the values of UN Women, particularly to promoting Gender Equality as a strategy to reduce conflict, improve livelihoods and ensure fairness and justice; to Women Empowerment underpinning Gender Equality promotion efforts; to inter-ethnic tolerance and concord; and to respect for diversity.



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